City Council regular meeting — February 8, 2022

Assistant Director of Transportation Jessica Morriss said that this is the first reading of an ordinance granting a franchise agreement to Blue Ridge Rickshaw to operate a pedal bicycle taxi service within the City of Asheville.

• Blue Ridge Rickshaw is requesting to operate a pedal bicycle taxi service within the City of Asheville.
• The pedal bicycle taxi service is classified as a slow moving vehicle operation and as a result, it could have a minor impact on vehicular traffic flow.
• The pedal bicycle taxi service is prohibited from operating on public streets where the posted speed limit is greater than thirty-five (35) miles per hour.
• The hours of operation would be seven days per week between the hours of 7:00 am until 3:00 am.
• The pedal bicycle taxi service may use up to a total of five vehicles; however, only one vehicle will be used initially.
• Franchise agreements require two readings at City Council meetings with the first one scheduled for February 8, 2022 and the second one scheduled for February 22, 2022. Committee(s):
• Multi-Modal Transportation Commission
• January 26, 2022
• Approved unanimously with a change in the speed limit requirement.
• Public Safety Committee
• January 25, 2022
• Approved unanimously

Fiscal Impact:

• Franchise agreement fees are $365 per year Councilwoman Roney thanked the Multimodal Transportation Commission for their recommendation to change the speed limit requirement.

Background:

• The Broadway Public Safety Station, currently under construction, includes a new Emergency Operations Center (EOC).
• Requirements for the EOC include an integrated technology system of video displays, speaker systems, microphones, video conferencing equipment and the associated controls to manage the technology.
• A Request for Proposal for system design and installation was issued on November 30, 2021.
• Proposals were due January 5, 2022. Two proposals were received from:
• Encore Technology Group – Easley, SC
• Constant Technologies, Inc. – N. Kingstown, RI
• The proposal submitted by Constant Technologies did not include the required documents as specified in the RFP, including the Asheville Business Inclusion Affidavit, and therefore was deemed non-responsive.
• The Scoring Committee reviewed the proposal by Encore and conducted a follow-up interview.
• The Committee included representatives from the IT Department, Asheville Fire Department and Capital Projects.
• The Committee concluded that Encore is qualified and capable of performing the work.
• This work will be coordinated with the overall Broadway Public Safety Station project.
• Contract duration will be 12 months, through the end of building construction.

Vendor Outreach Efforts:

• Staff performed outreach to minority and women owned businesses through solicitation processes which include posting on the State’s Interactive Purchasing System and requiring prime contractors to reach out to Minority & Women-Owned Business Enterprise (MWBE) service providers for subcontracted services.
• Staff also checked the City of Asheville list of certified MWBE businesses, the NC Historically Underutilized Business database and the NCDOT MWBE database for potential contractors.
• Only one company from an identified disparity group was found in the ten county area and staff directly contacted that company.
• The company did not submit a proposal.
• No MWBE firms submitted bids with this prime contractor and all work will be self performed by the prime contractor. Committee(s):
• None Pro(s):
• The audio visual systems are necessary and critical to the function of the EOC, as they enable emergency personnel to stay informed, communicate and respond in real time.
• For technology procurements the design and install method is cost effective and efficient. Con(s):
• None

Fiscal Impact:

• Funding for this contract is already included in the previously approved capital project budget.

Background:

• Cityworks asset management software provides a platform for Water Resources and Public Works asset management, work orders, and reporting.
• This software is utilized to track the use and costs of assets through preventative maintenance of assets.
• It is used to track the costs of work performed by field personnel and allow for tracking of performance and reaction times in calls coming into customer service.
• It also allows for a paperless workflow within departments and across departments using the system.
• This is an annual software renewal to allow for continued use of Cityworks software.
• It is highly integrated with the City’s GIS program and includes all major physical assets maintained by Water Resources and Public Works (water mains, valves, hydrants, streets, fleet vehicles, etc.).
• One component added in 2021, the Citizen Engagement Application Programming Interface (API), allows for integration between Cityworks and the Asheville App.
• This streamlines data entry, public notifications, and automates the creation of work orders and reports.

Vendor Outreach Efforts:

• The City of Asheville conducted a competitive procurement process for an asset management software system for both Public Works and Water in 2016 and 2017.
• There are a limited number of vendors providing enterprise asset management software, and after reviewing all available options, Azteca Cityworks was selected as the best overall value for the City of Asheville. Committee(s):
• None. Pro(s):
• More efficient management of Water Resources and Public Works physical assets and infrastructure.
• Automation of work orders and reporting. Con(s):
• If continued funding for the future is not appropriated, it will have a significant negative impact on the ability of the Water Resources and Public Works departments to proactively manage and maintain critical infrastructure.

Fiscal Impact:

• Funding for the total cost of this renewal, $72,450, is allocated in the Water Resources and Public Works departmental operating budgets.

Background:

• Responder Support Services currently provides embedded behavioral health support to Fire and Police Departments four days per week for each department.
• Embedded behavioral health support provides onsite individual behavioral health services by trained professionals to public safety employees as well as appropriate services following critical incidents.
• The need by Fire and Police for behavioral health support has steadily increased over the past year.
• Increased behavioral health support to Public Safety employees is critical to maintain the health and wellbeing of these employees in order to provide service to the community.
• We are requesting an increase to the current contract by $120,000 for a total amount of $296,000 to provide ongoing embedded behavioral health support to Fire and Police Departments 4 days per week for each department.

Vendor Outreach Efforts:

• Current vendor for embedded behavioral health support is Responder Support Services,

Background:

• On December 14, 2021, Council adopted the FY23 Budget Calendar.
• Since that time, the City Council retreat has been scheduled for March 17 and 18, 2022.
• Staff is proposing the following changes to the previously adopted schedule in order to allow for additional time to incorporate Council’s input from the retreat prior to presentation of the City Manager’s

Proposed Budget:

• Canceling a previously planned Council Budget Work Session on March 8, and scheduling an additional Work Session on April 26.
• Presenting the City Manager’s Proposed Budget to City Council on May 24.
• Holding a Public Hearing on the Proposed Budget on June 14.
• Adopting the FY23 budget on June 28. Committee(s):
• None Pro(s):
• Provides City Council, staff, and the community with a calendar of upcoming dates related to development of the FY23 budget.
• Meets timing requirements under the NC Local Government Budget and Fiscal Control Act for presentation of the proposed budget and adoption of the annual budget. Con(s):
• None.

Fiscal Impact:

• None.

Background:

• The City provides municipal services to more than 60,000 accounts, which primarily encompasses the following: water meters, business licenses, permits and general correspondence to residents and visitors.
• The customer base is divided into multiple billing cycles and by general correspondence each month.
• The City and Mail Management Services, LLC have been under contract since 2017 for postage and mail services.
• Mail Management Services, LLC was selected through a Request for Proposals in 2017.
• In the 2017-18 adopted budget, a total of $317,000 was appropriated across department accounts to provide city-wide postage and mail services.
• At that time the allocation for Water Resources was $225,000.
• The initial contract term was for one-year with the option upon approval by the City for up to four one-year renewals.
• The contract contains a fixed cost for Mail Management Services, LLC. There is also a variable USPS postage cost.
• At the time of the initial contract, the USPS postage cost per piece was $0.41.
• The current USPS fee is $0.58.
• In an effort to ensure that funds will be available for total services in Fiscal Year 2022, additional funds are requested for this contract in the amount of $50,000.

Vendor Outreach Efforts:

• No additional outreach was conducted as this is an amendment for a current contract. Committee(s):
• None Pro(s):
• Allows performance of mandatory activity (mail services) necessary for the operation of municipal services including billing.
• Facilitates key communication mechanism (written correspondence) to and from citizens, businesses, visitors and stakeholders.
• Provides long-term cost containment while maintaining verifiable high level of service delivery. Con(s):
• None

Fiscal Impact:

• $50,000, to be funded through the existing Water Resources Fund budget.

Vice-Mayor Smith read the resolution celebrating February 2022 as Black Legacy Month. February 2022 is to be celebrated as Black Legacy Month, a time to celebrate the rich and diverse cultures of Black and African American people, to raise awareness about our shared history, to recognize the truth must come before reconciliation, and to acknowledge the important contributions that Black and African American people have made to our community and our nation. Jonathan Wainscott hoped that during Black Legacy Month the City will recognize the lives of several other prominent African American Ashevillians. Mayor Manheimer said that members of Council have been previously furnished with a copy of the resolutions on the Consent Agenda and they would not be read.